Job Details

Administrative Assistant

The Administrative Assistant's primary duty is to assist the association through customer support at the onsite facility which may include administrative and facility reservations, as well as the overall coordination of the management office general operations as directed by the General Manager. This position requires the associate to provide exceptional customer service towards residents while assisting with their requests, outstanding organizational skills and multitasking ability.

Compensation: $26-28/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities:

• Responsible for contacting, responding and assisting homeowners with inquiries regarding HOA monthly fees.
• Responsible for registering, recording, submitting and monitoring all revenue received from facility rentals, card access registration, and or any other payment received from residents' onsite or via the online portal.
• Responsible for receiving, submitting and filing invoices in a timely manner for payment through Avid.
• Participate of board meetings and events when requested.
• Assist in providing new and replacement access fobs to residents.
• Responsible for organizing, keeping track, and ordering office supplies.
• Receive and audit all the material delivered to the onsite office, process it, and forward to the responsible parties.
• Assists General Manager with execution of the annual board election processes.
• Participates in Daily First Call Meetings as needed.
• Coordinates and Executes staff appreciation events including but not limited to Monthly Birthdays, Holiday Parties, etc.
• Responsible for keeping the building's operating system (website portal, Connect, Buildinglink, etc.) updated with accurate information and files.
• Must be able to handle multiple tasks concurrently.
• Assist the General Manager with the preparation of meeting packets, minutes, and any other related documentation.
• Verbally articulate in order to answer phone calls from clients and staff, including handling calls that do not necessarily need the attention of the General Manager.
• Ability to keep items in total confidentiality.
• Keep General Manager Calendar so that meetings can be coordinated. Is responsible for arranging, rearranging and cancellation of appointments as directed.
• Attend to errands as determined by General Manager.
• Ability to work well under pressure and deadlines related to the position.
• Ability to be flexible and be able to move from one job to the next depending on ever changing priorities.
• Arrange meetings, ensuring that the location is reserved, refreshments are provided, equipment and supplies in place.
• Intercept homeowner complaints for General Manager and direct to the appropriate party for resolution.
• Get follow up information from Management after resolution of the complaint. Compose an acknowledgment letter, if needed, for General Manager Signature.
• Greet all guests for General Manager at the front desk, offer coffee, and inform them when they will be brought back to meet with the appropriate party.
• Schedule meetings for General Manager. Send out meeting notices to all participants, secure an agenda before the meeting, be sure and identify the beginning and ending time frame. Enter meetings in book and Outlook computer program.
• Send out meeting notices to all participants; secure an agenda before the meeting.
• Receive, review, organize and file all incoming mail: Direct any outside correspondence to General Manager on items that require his/her review.
• Update resolution books and the policy logs as needed.
• Organize file system, hard copy files and computer e-drive files, and complete filing as

Skills & Qualifications:

• Excellent knowledge of punctuation and grammar. Must be able to proofread accurately both correspondence and cost analysis documents.
• Must be knowledgeable and adept with Microsoft Office.
• Professional attire required.
• Must have administrative background and be able to demonstrate organizational skills and the ability to prioritize.
• Demonstrates effective oral and written communication skills.
• Must be able to independently answer and place telephone calls.
• Must be able to sit at a desk for long periods of time.
• Must have excellent customer service skills.
• Proactive in seeking additional work when assigned tasks are completed.

Education & Experience:

• Some college or technical education.
• Previous customer service experience.

Physical Requirements and Working Environment:

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in this process of communicating with guests, associates, supervisors, vendors and our clients.

What We Offer:

• Medical, dental, and vision plans (full time and those working 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.